I was working in a large presentation the other day, and it occurred to me that most of us working in PowerPoint have probably been faced with some pretty large presentations at one point or another – either one we have created ourselves or one that a boss or colleague has asked us to tidy up for them, whether that’s changing the formatting, adding an image or SmartArt graphic on a slide, or tweaking the text.

So now you have that multi-slide presentation in front of you and you need to find the relevant slide or slides quickly – after all, you or your boss are due to present in a few minutes’ time! You need to scroll through all the slides to find those you need to make changes to.

Or do you?

By creating Sections throughout your presentation, it becomes easy to keep your slides organised and to navigate through them.

A Section is, quite simply, a group of slides. These Sections can be collapsed and expanded, allowing you to view and work on a Section at a time with the rest of the slides tucked out of the way.

You might want to group together slides that relate to a topic or a theme, much like chapters in a report, or you might choose to format each Section differently.

You can also move whole Sections around in the presentation without having to select all the slides individually.

So, let’s have a look at how to work with Sections.

Adding a Section

Click in the presentation at the point where you want to start a Section. In the Slides Group on the Home Ribbon, click Section. Select Add Section then name the Section in the Rename Section box – in the example below, the Section is called Introduction.

ALL the slides after the Section name are part of the Introduction Section. I will add another Section further down.

Grouping slides into Sections

Note that the new Section, called Introduction here, has a small downward pointing triangle next to the name. Clicking on the triangle collapses the rest of the slides in that Section, and the triangle points to the right, indicating the Section is collapsed.

Here, a second Section, called Teams, has been added. I now have two Sections that can be collapsed. When I collapse the Introduction Section, the slides in the subsequent Section stay expanded.

Grouping slides into Sections

Moving Sections

Collapse the Section you would like to move – it is easiest to move Sections with all Sections collapsed. You can do this by clicking the triangle next to each Section name or, more quickly, by clicking Section in the Slides Group on the Home Ribbon and selecting Collapse All. Click on the Section name of the Section you would like to move and drag it to the relevant position in the presentation.

To expand the Section again, either do each individually using the triangle or click Section again and select Expand Collapse All.

Deleting a Section

When deleting a Section, you need to think about whether you want to remove just the Section header or delete the header and all slides in that Section.

To remove a Section without deleting its slides, right-click the Section header and select Remove Section.

To delete the Section including the slides, select the Section header and press the Delete key – or right click the Section header in the Navigation pane and select Remove Section and Slides.

In conclusion

Can you see now that working with Sections is the way to go? In my experience, it can be overwhelming when working on a very large presentation to see so many thumbnail slides in the left-hand navigation pane, and scrolling through the thumbnails to find a specific slide can be painful. Using Sections allows you to collapse the Sections you are not working on, making the whole experience more pleasurable.

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Shelley Fishel

The session was well structured and the explanation was very clear. It was amazing how Shelley managed to squeeze so much info in just one hour and a half! Colin’s support and contributions were also very valuable, and so were “Virtual Veronica”‘s. Thank you for a most interesting and useful training session at the Miss Jones Virtual Summit!

Laura Carizzo- Royal Norwegian Embassy in Argentina

I haven’t used PowerPoint in 20 years, this has really boosted my confidence.

Lyn Parker

Course is packed with so much valuable information in a easy-to-understand and follow language, even for a complete beginner. I can respect the fact that sometimes it’s very hard for an expert to break the information down to basics. but Shelley has done it brilliantly. I was sure that I knew quite a bit but Shelley has proven me wrong even at the very beginning of the basics of PowerPoint. Lessons are short and precise which allowed me to easily transfer the new skill into practice without being overwhelmed and to carry on adding on more with each lesson. I had so many ‘Aha!’ moments and for most of them I couldn’t believe I used to pay graphic designer to do it for me, now, thanks to Shelley, I am looking forward to creating, designing, converting my presentations all by myself!

Iva Freeman – Vertex Human Capital

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Dylan Teal Hopkins – Cavannah Homes
Fantastic and informative training and great to see all of the exciting functions with Microsoft Teams.
Laura Rigby – The Apprenticeship College
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Microsoft Teams One to One Training Session

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Melissa Marshall – Present Your Science

A course on Outlook had been on the top of my list when Shelley asked VA’s what they wanted to learn.

It was a real case of ‘so that’s how you do it’ or ‘I never knew that’. I have to say that I learnt so many great tips it has definitely improved the way I work in Outlook and my inbox is looking colourful and organised and I can’t wait to share this knowledge with my clients.

Jacqueline Leake – JLeake VA Services – Outlook

A great course with lots of examples and step by step instructions. I can now confidently create infographics and as a bonus, I learnt a lot of new PowerPoint functionality that will enhance all my PowerPoint work and save me so much time.

Jessica Bailey – Integral Resource

I really like Shelley’s courses. She has a clear and easy to follow teaching style. In ‘How to Create Fillable Forms’ I’ve learned about the functions of the Developer ribbon which will mean I’ll be able to create a bespoke Returns Form for a client who has an online shop

Freya Henderson – Virtual Office Orkney

Shelley was really clear in her teaching and went at a pace that was helpful to us. We covered all we needed to know to get us started, as a small team, using MS Teams. She was also very helpful in the run up to the session, with check in calls and ensuring our platform was set up correctly. I would highly recommend Shelley to anyone wanting to learn to navigate their way around MS Teams.

Sarah Clements – Inuous

Absolutely superb course, easy to follow and to refer back whilst putting it all into practice! I was unaware of the extent you can customise a presentation and it’s just made me want to know more – what’s next Shelley?

Denise Williams

I thought I had a pretty good grasp of Outlook until I did this course! In her videos, Shelley is clear and concise, and the language she uses is straightforward and jargon-free. Each module is broken down into manageable chunks, which helps keep your attention and means the course is easy to fit in around other commitments. I’ve created email templates and implemented rules that are already saving me time, and as all the other things I’ve learnt start to become second nature, the positive impact on my efficiency is fast becoming clear. This course has been incredibly beneficial and I would highly recommend it to anyone looking to strengthen their skills and boost productivity.

Pip Doleman VA

I thought I knew Powerpoint really well, but I wanted to specifically learn how to use Powerpoint to create better infographics, easily and quickly. Shelley explains everything in a very logical and clear way, so I understood everything the first time I heard it. The most useful thing I learnt was that Powerpoint can do so much more than I thought it could. By also using the short cuts that Shelley showed me I am much quicker than I have ever been and I thought I was already quick!

Susan Marot

Shelley Fishel of Tomorrow’s VA has a wealth of experience in Microsoft Office. I met her in person 2 years ago at the PA Show in London. I also saw her in action in a fab workshop and knew she was the whizz that everyone had told me she was. I have since bought a lifetime access to her HUB and all the courses in there are a MUST if you are a VA on a mission. The courses will give you confidence in all the Office 365 components and will catapult you to dizzy heights

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